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CA202Spreadsheet Application

Setting up a Workbook

Lecture # 2

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Objectives

• Make workbooks easier to work with

• Navigation and Selection

• Make data easier to read

• Add graphic to read

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Make Workbooks Easier to Work With

• Change worksheet’s name, Right Click on worksheet Tab and click Rename

• Change No. of default worksheets– Tool Option General and change there

• Insert Column• Insert Row• Insert Cell• Delete a Cell, Row, or Column

– Edit Delete…• Hide or Unhide Column

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Advance Navigation and Selection

• You know there are 16,777,216 cell in the worksheet to move on

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Knowing your place

• Excel gives you a highlight to row and column to know where you are

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Keyboard Navigation (contd.)

To go here key combination

Active cell Ctrl + Backspace

Next unlocked cell Tab

Beginning of current row Home

Last filled column End, then Enter

Beginning of worksheet Ctrl + Home

Last worksheet cell Ctrl + End

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Keyboard Navigation (contd.)To go here key combination

Last filled cell incurrent block

Ctrl + arrow key or End, then Arrow

Up/Down one screen Page up/Page Down

Left/Right one screen Alt +Page up/Page Down

Upper left corner of the Window

With scroll lock on, Press Home

Lower right corner of the Window

With scroll lock on, Press End

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Keyboard Navigation

To go here key combination

Next/Previous worksheet

Ctrl + Page Up/Down

Next/Previous workbook or window

Ctrl + Tab/Ctrl + Shift + Tab

Next/Previous pane F6 or Shift F6

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Using Workspace Files

• Use workspace file to open a group of worksheets all at once

• To create a workspace file, Open the workbooks you want to include

• Choose File Save Workspace

• Excel save the file with the .xlw extension

• Use File Open command to open workspace file

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Art of Natural Selection

• User must select the data before moving , copying, deleting, bolding, shading or changing background etc

• Typically user use mouse to drag but when selection is larger, dragging becomes a problem

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Art of Natural Selection

• Following methods are used for selection– Shift magic

– With the GOTO box

– With the Name box

– While double clicking a cell border

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Art of Natural selection

• Shift Magic– Its hard to control by dragging mouse, use the Shift +

Click– Click on left most corner of the selection– Use scroll bar to go to the opposite bottom corner– Press Shift and Click to select the range

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Art of Natural selection

• With the GOTO box– While sitting in cell, bring GOTO box by using

• Edit GOTO or Ctrl + G or F5

– Enter a cell address in reference box, Hold down Shift as you press Enter or OK

– The selected range now span from the original cell to the new address you typed

Thu, sep 14 2006

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Art of Natural selection

• With the Name box– While sitting in a cell

• Click the Name box on the left side of formula bar• Type the Address of a new Cell• Press Shift + Enter• Entire range will be selected

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Art of Natural selection

• With Double Clicking a Cell border – Double click on Cell border to jump to the edge of the

Current region– Hold down Shift key while doing so– This will help in selecting a larger area

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Making Multiple selection

• Excel lets you make multiple selection or non adjacent selection

• While you selected the first cell or range Hold Ctrl key and select some more

• Now you can set the formatting, bold, italic, underline etc

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Selecting from with in a dialog box

• Dialog box field that accept range reference are called range selection boxes

• You can type the range into a range selection box

• OR• Enter the range by dragging the mouse on

worksheet

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Navigating Inside a selection

Enter Move cell by cell in a preset direction

Shift + Enter Move cell by cell in a preset direction

Tab Move Right

Shift + Tab Move Left

Ctrl+ Period Jump to each corner

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A table of selection Shortcuts

• Edit GOTO has many of these features

Ctrl + A Select entire worksheet

Ctrl +Space Whole Column

Shift + Space Whole row

Shift + Cursor Create or extend selection

Ctrl + * Current region

Ctrl + shift + Up Filled cell in current Column up

Ctrl + shift + Dn Filled cell in current Column Dn

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A table of selection Shortcuts

Ctrl + shift + Left Filled cell in current Column left

Ctrl+ shift + right Filled cell in current Column Right

End, shift +arrow Move to the last filled in the current cells column or row

With Scroll Lock on

Shift + Home Upper left corner of the window

Shift + End Lower right corner of the window

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Detail of Data Entry

• Getting it right at the first time– If you type ¼, Excel sees the slash and converts it to

4-Jan, but you want it 0.25 not the date– Quick fix to this problem is precede fraction with a 0

(zero). Type 0 ¼ and excel will place ¼ in cell and display 0.25 in the formula bar

– For zip code 64404 just use ‘64404– Enter carriage return in cell press Alt + Enter where

you want a line break. This automatically turn on the wrap text format

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Copying Data from neighboring Cells

Ctrl + D To copy the content and formatting of the cell above

Ctrl + R To copy the content and formatting directly to the left

Ctrl + ‘ Copy only formula from the cell directly above

Ctrl + “ Copy only resulting value from the cell above

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Entering Non Dynamic dates and times

ok

=NOW() function display date and time dynamically

Ctrl + ; to enter the current date as text

Ctrl + : to enter the current time as text

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Confining Data Entry to a Range

• If you know that data belong to a specific range of cell– Select the whole range– Enter Data and press Enter– Excel respect the range boundaries– When you reach at the bottom, pressing Enter the

active cell pops up to the top of the next row– Similarly when you are at the right bottom, pressing

Enter will take you to left top

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Making Data Easier to Read

• Alignment• Format Cells…

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Making Data Easier to Read

• Window Freeze Pane will freeze the cell from moving up/down or right/left

• Window Unfreeze Pane will remove the freeze pane

• Window Split will split the excel worksheet, easy to see top and bottom at the same time

• Window Remove Split will remove the split window

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Add a Graphic to a Document

• Insert Picture

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Entering Common Data in Group of Worksheet

• Select Sheet by using Shift or Ctrl or Right Click shortcut menu

• When Sheets are grouped, Start typing• What you type in one sheet will be available in

all Selected Sheet

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To Ungroup the Worksheet

• Ungroup Sheets, Use Right Click on any sheet Tab in the group, and choose ungroup sheet

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Chapter Key Points1. You can control how many worksheets appear in new

workbooks you create. If you always use workbooks where each worksheet represents a month of the year, change the default number of worksheets to 12!

2. Making sure your data is easily readable is one of the best things you can do for your colleagues. Be sure your worksheet columns and rows are roomy enough to accommodate your data.

3. Remember that you can add or delete individual cells from a worksheet. Rather than go through a lengthy cut-and-paste routine when you forgot to type a cell value, just add a cell where you need it.

4. If you add a graphic to your worksheet, you can change the graphic’s size and appearance using the Format Picture dialog box.

5. You can Navigate and made selections in different ways